office of program development and funding electronic grants management system tutorial #6: using...

Office of Program Development Office of Program Development and Fundingand Funding

Electronic Grants Management System

Tutorial #6: Using eSignatures

Submitting an ApplicationSubmitting an Application

Although most of the GMS process remains the same, there are two areas that have changed for those submitting applications– Adding a Signatory Contact– Accepting Certified Assurances for Federal

Awards

Adding a Signatory ContactAdding a Signatory Contact

With the implementation of eSignatures, any signatory Contact assigned to the application must first be a registered Signatory user of the GMS system.

As before, the Grantee User (person submitting the application) assigns at least three contacts to an application: Primary, Fiscal and Signatory

Adding your Primary and Fiscal contacts remainsthe same.

However, if you attempt to add as Signatory any person who has not registered as a Signatory in the GMS System, you will receive an error message.You will need to have your Signatory official register for the system before you can proceed.

If your organization or jurisdiction has a registeredSignatory in GMS, then you’ll add them as a SignatoryContact as you have in the past.

Once all your contacts are in place, and you havecompleted all other parts of the application, you’reready to proceed to the eSignature part of the process.

GMS has a new feature called “Acceptance”. Here the Grantee User will accept Certified Assurances (applicable to Federal Programs only) on behalf of their organization.

Prior to submitting your application for federal funding,go to the Acceptance Tab and click on a Certified Assurance to open it.

You certify an assurance by clicking the “Certify”button.

GMS shows who certified an assurance, and when.Once all certifications have been made, you may submityour application to DCJS.

New to GMS is a pop-up message telling you thatyour application has been successfully submitted.

Your submitted application will be saved into theGMS system. Notification will be sent to DCJSthat an application is ready for review, and to the Signatory for your jurisdiction or organizationapprizing him/her that an application has beensubmitted for consideration.You will be contacted by a Program Representativeregarding your request for funding.

Now we move on the the acceptance of the grantcontract by the Signatory authority for yourjurisdiction or organization…

ESigning a Contract:ESigning a Contract:For Signatories, onlyFor Signatories, only

As the signing authority for your jurisdiction or organization, you will no longer be required to sign six copies of a paper contract.

ESignatures will allow you to electronically sign a contract once.

ESignatures applies to all DCJS grant contracts.

Register for GMSRegister for GMS

Remember, to eSign a DCJS grant contract, you will need to be registered in GMS as a Signatory user.

All grant applications begun on or after May17th, 2006, will require electronic signatures.

We urge all Signatory users to access the GMS help tutorials and user manual available at http://criminaljustice.state.ny.us/ofpa/gms.htm, in order to familiarize themselves with the GMS system.

Email notificationEmail notificationYou will be notified via email when a DCJS

grant contract is ready for your signature.

The email will contain a link that will take you directly to the contract requiring signature, via the Login page.

Review the contractReview the contract You may browse the GMS screens to review any parts of

the contract you wish, but you may not make edits Once you are ready to review the contract appendices, go

to the Acceptance tab

To begin reviewing the contract appendices, click on an Appendix in the Acceptance Tab to open it.

The full text of the appendix is available on-screen. You must open an appendix to certify it. You may also use the ‘print screen’option on your browser to print a hardcopy of the Appendix(all appendices are also available online at http://criminaljustice.state.ny.us/ofpa/forms.htm).Note that only a Signatory can certify an Appendix.

When all Appendices have been accepted, the Esignbutton will become active. Click to indicate final acceptance of the grant contract.

You must check the ‘agreement’ box and clickthe ESign button to accept the contract and electronicallysign it. GMS will notify DCJS of your acceptance, and to begin the final contract execution process.

If, for any reason, the contract terms are not acceptableyou have the option to decline to agree to the terms byclicking on the ‘Decline’ button.

A new page opens. Enter your reasons for declining toeSign the contract and click ‘Save’. GMS will notifyGMS of your declination, and the Primary grant contactwill be contacted by DCJS staff for details. We will workwith your organization to resolve any issues.

Questions?Questions?

Contact DCJS as funding@dcjs.state.ny.us or via phone at (518) 457-8462.